Helpful hint: use CTRL+F to find key terms.
Before You Get Started
- Admin Console: The Admin Console is LeagueApps. It’s the manage, messaging, reports, app center, settings, content and design tabs. log in to your admin console here.
- Site Dashboard: The Site Dashboard gives the administrator an overview of everything that is going on within the account. Information for all of the members, programs, finances, and apps for the site can be accessed from here.
- Account vs. Site(s): You have one LeagueApps account. Within the one account you can create as many sites as you’d like.
- Launch Checklist: The Launch Checklist enables you (and your Launch Coach) to track your progress as you configure your site in preparation for going live.
1. Upgrade Account Settings
- Account Owner: The Account Owner is the singular person who has ultimate control over account settings and preferences as well as financial configurations.
- Org Account: An Org Account may have access to site settings and preferences, but will not be able to change the payment gateway. There may be multiple Org Accounts.
- Site Name: The Site Name is the title you want your members to see.
- Site ID: The Site ID is the site’s web URL. You can set up your own fully custom domain late.
- Site Online vs. Offline: Offline vs. Online is a feature under Mobile Site Settings and Administration that can be utilized to make available or limit the use of the mobile version of your LeagueApps site.
Auto-billing: Auto-billing allows you to add your billing information to your account in order to pay your invoices automatically at the end of each month. Read more in this blog post.
2. Customize Member Profile Fields
- Member Profile: The Member Profile allows the participant to log in to your site to perform functions such as registration, payment, eCommerce, etc. For information on customizing member profiles, click here.
- Form Field: A Form Field is a place where a member fills in their information during registration. Some form fields are program specific, such as t-shirt size, what team you are playing for, how did you hear about us. Others are member profile specific, such as phone number, address, and age. For more information on form fields, click here.
- Member Profile Fields vs. Registration Field: Member Profile Field relates to a piece of information that will become a part of the participant's permanent profile. Registration Field is used for information that pertains to a specific season or program.
- Site Member: A Site Member is someone who has created an account on a LeagueApps site. You need to create an account on a LeagueApps site in order register for a program. For more on site members and member management, click here.
- Active Member: An Active Member is a participant who has signed up through the site and is currently enrolled in a program. (Active membership displays the total number of members who have logged in to their accounts in the past 30 days.) For more on site members and member management, click here.
- Location: Location is the overall place where program is played.
- Sub-Location: The Sub-Location is ex: field 1, field 2, field 3.
- Payment Gateway: LeagueApps uses a third party server to process payments. The funds from payments made during registration, eCommerce purchases, or any other transactions made on our platform will be transmitted securely through whichever Payment Gateway you select into your bank account. More information on pricing can be found here.
- Merchant Account: The Merchant Account functions as a go-between for credit card transactions and your bank account. More information on Online Payment Processing can be found here.
- Per Transaction Rate: The Per Transaction Rate is the fee that the Payment Gateway charges to process your payment. You can find more details on pricing here.
Default Registration Settings vs. Program Registration Settings
- Default Registration Settings: The Default Registration Settings are used whenever you create a new program. You can override these settings in a specific program; this will not alter the settings in any of your other programs. See the Registration section of our help site more details on registration options.
- Program Registration Settings: The Program Registration Settings are the registration settings specific to the program dealing with. These may have been altered from the Default Registration Settings
- Free Agent: A Free Agent is an individual registrant that is not associated with any team. Depending on your site's member matching settings, after registration free agents can submit a request to the captain of a team they want to join. Learn more about registration types.
- Team Player: A Team Player is for registrants that want to join a team that is already registered. Depending on your site's registration settings, you can require the captain's approval before any player can register for a specific team.
- Team Captain: A Team Captain is for registrants that want to create and manage a team. As the admin of the site, you can choose to grant privileges to captains that will give them more or less control of their team. Learn more about captain settings.
- Staff Role: A Staff Role is for coaches, assistant coaches, volunteers, team moms, etc. They can be given limited or liberal use capabilities per your determination. For more information on Managing Program Staff check out our Help Site.
- Pending: Pending refers to a player who has not paid.
- Reserved: Reserved refers to a player who has paid.
- Early Bird Registration: Early Bird Registration is the period at the beginning of the registration period during which the program administrator offers a special rate. When entering the cost for early bird registration, enter the total amount AFTER the discount in the field designated for cost.
- Late Registration: Late Registration is the period at the end of the registration period during which the program administrator can offer an increased rate for those who want to join the program, but missed the scheduled registration window.
- Partial Payments: A Partial Payment is when a person who is registering does not pay the full amount of money for their registration. Consequently, this person still needs to complete their payment in order to complete registration. As an administrator, you can keep track of partial payments with the payment tracking system. For more on partial payments, click here.
- Payment Tracking System: The Payment Tracking System is used to sort those people who have registered for programs into paid, partially paid, and unpaid categories. For more information, click here.
- Variable Team Fee: A Variable Team Fee means that the team will be charged for each individual player on the roster. Note: A minimum team fee is charged with this option based on the minimum team players capacity setting; this fee is payable by the captain.
- Fixed Team Fee: A Fixed Team Fee means that the team pays a single flat rate, no matter how many players are registered.
Processing Fee: The Processing Fee is an additional, minimal cost that can be used to cover the costs of using payment gateways such as Stripe or Paypal, as well as the LeagueApps fee. The program administrator can set this price to an amount that covers all fees in registration settings. For more information, click here.
Discount Codes: A Discount Code is used to reward a participant for registering at a certain time, by a certain means, for referring a friend, or for any other reason the administrator so desires. For more information on discount codes, click here.
- Universal: A Universal Discount Code is a discount that can be used by any program.
- Program Specific: : A Program Specific Discount Code is a discount that can be used only by certain programs.
Capacity Rules (Team capacity Rules, Program Capacity Rules): Capacity Rules regulate the minimum and maximum number of people allowed to register for a given program. You can program default capacity settings in the site's default registration settings. These settings will pre-populate any program you create after you update the site’s default registration settings.
- Team Capacity Rules: : With Team Capacity Rules you can set a maximum and/or minimum amount of players that are allowed to be registered for a team within a program, along with having the option to set a minimum and/or maximum number of males and females on one team.
- Program Capacity Rules: : With Program Capacity Rules you can set a maximum amount of total players and also free agents allowed in the program. You can also set a minimum and/or maximum of males, females and teams in the program.
- Program: A program is a league, tournament, camp, or event. Each program has a very similar setup process but each has subtle differences that apply to the specific program type.
- Program Dashboard: Each program that you create will have it’s own program dashboard. The program dashboard is the place from which you access the settings, players, teams, schedules, standings and invoices of that program.
- Unpublished: : An unpublished program is not published on your site's list of programs. (This program state comes in handy if you want to take the time to create programs for upcoming seasons without having the programs be public on the site.)
- Upcoming: An upcoming program is when a program is created, but the activity start date has not been reached yet. Programs set to upcoming will be displayed under the registrations tab on the list programs.
- Live: A live program is currently past the program’s activity start date. Programs set to live will be displayed under the live tab on the list of programs.
- Completed: A completed program is when a program's activity end date has passed. Programs set to completed will be displayed under the completed tab on the list of programs.
Registration: For more information check out Help Site | Registration.
Payment: For more information check out Help Site | Payment.
8. Create Your Programs
Content and Design
1. Update Site Theme and Homepage
- Theme Editor: The Theme Editor is a tool used to customize the site. It allows the designer to choose colors and background image, add a logo, header image, background image, and edit other options on the homepage. Learn how to customize your site and design.
- CSS: Cascading Style Sheets, is a web language used for affecting the look and feel of a website page.
- HTML: HyperText Markup Language, is the standard language used to create web pages. On LeagueApps, HTML is important when using widgets or adding advanced custom design, such as HEAD Tags, Custom Header, or Custom Footer.
- Homepage Template: Select one of the 3 homepage templates to configure the layout of your homepage. Learn how to customize your homepage.
- Content Pages: The Content Pages tool allows you to quickly create webpages without a web developer. Use Content Pages to share information and content on your website. For more uses and information check out our Help Site and our Blog.
- Internal Page: The Internal Page allows you to edit your web content and shows you how it will be displayed before you publish. For more information read our Help Site.
- External Page: The External Page allows you to direct visitors to a webpage hosted outside of your LeagueApps site. For more information read our Help Site.
- Page Name: The Page Name is a part of the Content Page. It is the keyword for your page. For more information read our Blog.
- Page Title: The Page Title is a part of the Content Page. It is the header for your page. For more information read our Blog.
- Internal URL: The Internal URL is a part of the Content Page. It is the tag for your page. For more information read our Blog.
- Menu Items: You can link to both Internal and External Pages from the Menu. For more information read our Blog.
- Widgets: A Widget is a feature that allows you to integrate LeagueApps into your external website. Widgets are entered into your site’s HTML to extend LeagueApps features and fuse seamlessly with existing content. For more on widgets, click here.
1. Communications and Social Integration
- Default From-Name: : The Default From-Name is the name that appears when a member receives your email. This can be any name that you desire. NOTE - the From-Name only appears on automated emails that are sent through the system (e.g. game-reminders, payment reminders. See Customizing Email Settings). As an admin, you can specify your own From-Name each time you send an email.
- Default Reply-To Address: The Default Reply-To-Address is the email address that receives any replies to automated system emails. Recipients of automated emails cannot see this address when replying. NOTE - the Reply-To Address only appears on automated emails that are sent through the system (e.g. see Customizing Email Settings).
- Email Footer Content: The Email Footer Content is what appears at the bottom of all outgoing emails sent through the system. (See Customizing Email Settings)
- Site-Wide Announcements: A Site-Wide Announcement is a message entered by an administrator in the admin console (e.g. backend) of the site that appears on the site home page. This is used to display new and important information. For more information, click here.
- Program Message Walls: A Program Message Wall contains admin announcements as well as comments posted by members. The Program Message Wall appears on each program page. Its settings can be configured in the admin console and appears on each program homepage. For more information, click here.
- Team Messages: A Team Message provides a message board and the ability for teammates to message each other (parents are able to message other parents, as well as the coach). Team Messages appears on each team’s profile page. For more information, click here.
Google Analytics: The Google Analytics feature allows you to track web traffic on your site. For more information on setting up Google Analytics for your site read Setting Up Google Analytics.
2. Audit Site
3. Setup Custom Domain
- Custom Domain: A Custom Domain is an option available if you want to change the domain name given to you from LeagueApps’ default URL (e.g. you may want to use a URL that you already own.) You can purchase a domain name from sites like GoDaddy. For more information, click here.
- Personalized Email Blast: LeagueApps recommends sending a personalized email blast to your members, introducing them to the new website. This email is typically sent right before or after the automated welcome email. Personalized Email Blast. See also: Import Your Existing Members.
- Automated Welcome Email: An automated welcome email can be sent to ALL members of your site who have not yet logged-in. This email is typically sent after a member import and can only be triggered by the LeagueApps Team. Sample Welcome Email.